Early Independence Award Site Visits

What are site visits?

Every Early Independence awardee will be visited at his/her institution by NIH staff to assess his/her progress and ensure s/he is receiving the institutional support and help needed to successfully transition to research independence.

When and where will the site visit occur?

Site visits are typically scheduled for the summer after the Early Independence Award is made and will occur at the awardee's institution.

How long is the site visit?

Site visits will last for one day during regular business hours.

Who will come from the NIH?

Dr. Ravi Basavappa is the Program Leader for the High-Risk, High-Reward Research program and acts as the Program Officer for all Early Independence Awards. He attends and conducts all site visits. Additionally, each awardee has an "affiliated" Program Officer from the most scientifically relevant NIH Institute or Center. S/he is there to help advance the awardee's scientific program, offer guidance about transitioning to other sources of NIH support, provide insights into navigating NIH administrative channels, and is a great resource overall. The awardee's affiliated Program Officer is invited to attend the site visit as well, but attendance will depend on his/her availability.

What happens during the site visit?

NIH staff will gather information on lab infrastructure/physical space, progress on establishing an independent research program, integration into the institutional culture and faculty community, and institutional support. NIH staff will need to do the following activities to get a comprehensive view of the support received:

  • Tour facilities
  • Meet with the awardee
  • Meet with lab personnel
  • Meet with faculty mentors
  • Meet with non-mentor faculty
  • Meet with the department/division chair
  • Meet with an institutional representative

Who should be included in the site visit meetings?

NIH staff will want to meet with people involved in the awardee's research and mentorship to better understand the community and support for the awardee. NIH staff should meet with the following people during the site visit:

  • The awardee
  • Lab members and personnel
  • Faculty mentors helping integrate the awardee into the community
  • Non-mentoring faculty members (colleagues not involved in the awardee's research or mentorship) to provide insight into the department and its culture
  • Department or division chair to learn more about the department and the support it has in place for the awardee
  • Institutional representative (such as the dean of research) to learn more about the institution's strategy for supporting early career scientists and their research

Who schedules the meetings and sets the site visit agenda?

It is the responsibility of the awardee to schedule all meetings and set the site visit agenda. We also ask the awardee, if possible, to schedule and organize a seminar at his/her institution for a presentation on the High-Risk, High-Reward Research program by Dr. Ravi Basavappa. Broad dissemination of the seminar at the awardee's institution and other local institutions is appreciated.

What information is needed for the agenda?

The agenda should include the time, activity, and the name, title, and department/organization of the people NIH staff will meet with. Include location and contact information if NIH staff will be traveling from meeting to meeting unescorted. Please also remember to leave time for lunch. A working lunch can be scheduled where NIH staff meet with the awardee and perhaps other High-Risk, High-Reward awardees or potential applicants. Or the time can be left open for NIH staff to find lunch on their own. An example site visit agenda is available for further guidance.

Does the awardee attend all the scheduled meetings during the site visit?

No, the awardee should not attend meetings outside their own scheduled meeting. NIH staff should meet with the other groups without the awardee present.

Should the awardee update the NIH on his/her research progress during their meeting?

Yes, NIH staff will want an update on the awardee's research progress. This is often done with a presentation.

When does the agenda need to be set by?

We ask for the agenda three weeks before the site visit. We understand if the agenda changes after submission; please send us the updated version as soon as possible.

Who makes travel and lodging arrangements for NIH staff?

NIH staff will make all their own travel and lodging arrangements and pay for their own meals and expenses.

When and how will site visits be scheduled?

Awardees will receive an email from the NIH requesting possible site visit dates the spring after their award is made. A link to a calendar is provided in the email that lists all available dates. The awardee should discuss suitable dates with those at their institution who will participate in the site visit meetings and select the most convenient date that is available. Let NIH staff know your chosen date. Dates are given on a first-come, first-serve basis, so check the calendar frequently to make sure your date is still available when planning.

What happens if the awardee switches institutions before a site visit?

If an awardee switches or will be switching institutions before a site visit occurs, the site visit will be delayed until the awardee has had time to establish him/herself at the new institution.

This page last reviewed on April 13, 2018